Instructional Manual On e-Invoice creation, Submission and ...

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Instructional Manual


On


e
-
Invoice
creation, Submission and Printing









Version number


1
.
3

Final as of

07

August

0
7

Printed on

31

October

13

Autho
r

Sumeet Agarwal

IBM

Procurement Plans and Controls

Subramanya Arcade 12

Bangalore
,
Karnataka 560 029


Sumeet Agarwal1/India/IBM

SumeetAgarwal@in
.ibm.com


91
-
80
-
4
0259373

Owner

Julio Heshiki




Table of Contents


Getting Started
................................
................................
................................
................

3

Invoi
ce Initial Definitions Screen

................................
................................
...............

4

Foreign Goods/Services (Invoice)

................................
................................
.............

5

Services + Tax (Invoice)

................................
................................
...............................

9

Services + No Tax (Invoice)
................................
................................
.......................

1
5

Print Setting Instructions

................................
................................
...........................

21

Retrieving Invoice Information

................................
................................
.................

25

Raising Credit Notes

................................
................................
................................
...

2
6

































Getting St
arted


From the Purchase Order Screen, Select the PO which needs to be i nvoiced and
click “
Create invoice from purchase order



Note
:


Remember that only the P
O
s
which a
re

acknowledged
” will be
ready for invoicing




















Inv
oice Initial Definitions Screen


After selecti ng the “Invoice Type” which could either be a “Credit” or “Invoice” it is
required to select the type of “Invoice transaction”


Note:

Remember
to click “GO” button after selecting the “Invoice

T
ransaction




















Invoice

Type



Foreign Goods/Services


After
selecting “Foreign Goods/Services” type invoice
click “GO”

(wait for few
seconds)
and then press “Continue”



Key in the “Invoice Number”
(BLANK space between the numbers not
allowed)

Note:

Remember to select the address from where it is to be invoiced.



Select the line item to be invoiced and key in the invoice item number along with
the quantity.

Click “Continue”




Any change in “Invoice item number” or
“Invoice quantity” can be done by
clicking “Edit items”







Any additional information on Goods/Services can be keyed in the “Invoice item
text” box if “Edit items” is clicked

Note:

Remember to “Save items” to go back to the previous sc
reen




After coming back to main page, complete “Invoice total in words”

(not
mandatory) and “Administrative contact” info



“Submit” will lead you to last screen before sending the invoice to IBM.

“Save as draft” will save the existing invoice for you

to action later.

“Save as a default” will save
“Administrative contact” info for future usage.

“Cancel” will take you to previous screen.




On

clicking

“S
ubmit

....

The final screen comes which gives the
overview

of the invoice.

Click “OK and print” fo
r invoice
to be electronically
submi
tted

to IBM


Note:

Remember

to submit

duly signed

“Hard Copy” invoice printed
(on your letterhead)
from this portal (and not from any other ERP system) to IBM
for getting paid.

















Invoice

Type



Services

+ Tax



After selecting “Services + Tax” type invoice click “GO”
(wait for few seconds)
and then press “Continue”















Key in the “Invoice Number” (BLANK space between the numbers not allowed)

Note:

Remember to s
elect the address from where it is to be invoiced.

Also the service tax percentage is by default populated (12.24%). In case Vendor
enjoys any abatement from the government, then the same can be keyed in at
the specified field.


















Select t
he line item to be invoiced and key in the invoice item number along with
the quantity.

Click “Continue”



Any change in “Invoice item number” or “Invoice quantity” can be done by
clicking “Edit items”



Any additional information on Services can be key
ed in the “Invoice item text”
box if “Edit items” is clicked

Note:

Remember to “Save items” to go back to the previous screen





















After coming back to main page, complete “Invoice total in words” (mandatory
field),
Suppli
er Service Tax registration Number

(mandatory field),
and
“Administrative contact” info






“Submit” will lead you to last screen before sending the invoice to IBM.

“Save as draft” will save the existing invoice for you to action later.

“Save as a defa
ult” will save “Administrative contact” info for future usage.

“Cancel” will take you to previous screen.






On clicking “Submit”....

The final screen comes which gives the overview of the invoice.

Click “OK and print” for invoice to be electronically
submitted to IBM


Note:

Remember to submit
duly signed

“Hard Copy” invoice printed
(on your letterhead)

from this portal (and not from any other ERP system) to IBM
for getting paid.

























Invoice

Type



Services

Only /
No Tax


This type of invoice is selected
only
when the services rendered by the vendor
does not come in the ambit of “Service Tax”.

Please note that if the vendor is enjoying
100
% abatement then they need
to raise “Services + Tax”

type of Invoice and put t
he “Abatement” as 100%.


After selecting “Services Only /No Tax” type invoice click “GO”
(wait for few
seconds)
and then press “Continue”



Key in the “Invoice Number” (BLANK space between the numbers not allowed)

Note:

Remember to select

the address from where it is to be invoiced.








Select the line item to be invoiced and key in the invoice item number along with
the quantity.

Click “Continue”




Any change in “Invoice item number” or “Invoice quantity” can be done by
clicking “
Edit items”












Any additional information on Services can be keyed in the “Invoice item text”
box if “Edit items” is clicked

Note:

Remember to “Save items” to go back to the previous screen



















After coming back t
o main page, complete “Invoice total in words” (mandatory
field), and “Administrative contact” info





“Submit” will lead you to last screen before sending the invoice to IBM.

“Save as draft” will save the existing invoice for you to action later.

“Save

as a default” will save “Administrative contact” info for future usage.

“Cancel” will take you to previous screen.
















On clicking “Submit”....

The final screen comes which gives the overview of the invoice.

Click “OK and print” for invoice
to be electronically submitted to IBM


Note:

Remember to submit
duly signed

“Hard Copy” invoice printed
(on your Letterhead)
from this portal (and not from any other ERP system) to IBM
for getting paid.

























Print Sett
ing Instructions




Once Submitted......

The printer friendly version of the invoice is available for review.















To print the invoice,
vendor

need
s

to first setup the page settings according to
the letterhead layout of the
ir

company. G
o to web
browser “File” and select
“P
age Setup




Note:

Remember to
clear

the fields “Header” and “Footer”. Also as per
the layout of
the

company letterhead, put the margins in “Top” and “Bottom”.

Also
note that the
invoice
orientation has to be s
elected as “Portrait”
.




Click OK and again go to the web browser for
finally
printing the invoice.





Note:

Remember to Sign and Stamp the invoice on the last page at the
designated place shown below.
Any invoice without th
e authori
zed
signatures and stamp

would be liable to get rejected by the Accounts
Payable Department.

Also if the invoice is more then one page long, signature initials and stamp on
each page is mandatory.



























Retrieving Invoice Information


The vendor can retrieve the information on all the i nvoices which has been
submitted or put on Draft for further action. All the i nvoices will display the status
in the system as shown below:




“Submitted” means the invoice has been submitted but still
not bridged to IBM
systems

“Arrived” means the invoice info has been recorded in our system.

“Draft” means the invoice is still in a draft mode in the vendor system and not
been submitted to IBM.


Note:

Any rejection of the i nvoice due to the following re
asons wi ll not be
reflected in the system:



Quantity invoiced is more than the balance left in the PO



Duplicate invoice number








R
aising Credit Note



After selecting the “Purchase Order”, in the initial definition screen, select “Credit”
as shown belo
w.



Then select the “Invoice transaction” accordingly and click “Go” button.

Subsequently the process of raising the “Credit Note” is exactly the same as
raising the “Invoice”.